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Onboarding Processes

Business Analyst

UIT staffs a small team of Business Analysts (BAs) in a consultative role for those business partners who have neither the expertise nor the bandwidth to staff this very important project function. The BA helps to define concise front-end, back-end, reporting, or Business Intelligence (BI) requirements and functional design. The BA assists during and/or leads the User Acceptance Testing (UAT) phase and Conference Room Pilots (CRPs). BAs work closely with business, functional, and project teams as well as end users to drive, facilitate, and document requirements and designs for projects and enhancements. They also assist other in verification activities.

The following on-boarding checklist assumes that the employee/contractor has accepted the job offer, and all background checks have been successfully conducted. For contractors, a Statement of Work (SOW) should have been received from the vendor prior to starting the on boarding process. Note: Some steps may apply to Administrative Systems (AS) only.

Pre-Arrival

Task Contact/Responsibility Employee Contractor
Create SOW Issue in JIRA CON project. Hiring Manager
Register for SUNet ID. For contractors, create a sub-task for the SOW issue in JIRA. For employees, arrange through Sophia Guerrero. Sophia Guerrero
Set up and arrange desk/office. For contractors, create a sub-task for the SOW issue in JIRA. For employees, arrange through Sophia Guerrero. Sophia Guerrero
Set up and arrange computer. For contractors, create a sub-task for the SOW issue in JIRA. For employees, arrange through Sophia Guerrero. Sophia Guerrero
Sign up for Stanford Benefits/New Employee Orientation. Sophia Guerrero
Set up staff in Unanet, JIRA, and Confluence. For contractors, sub-task under SOW issue in JIRA. For employees, arrange through Kiran Joshi. Kiran Joshi
Add to email distribution lists. For contractors, sub-task under SOW issue in JIRA. For employees, arrange through Darlene Perez. Darlene Perez
Arrange for meeting with HR to sign HR documents such as W-9 and confidentiality agreement. Margie Mene

First Week

Task Contact/Responsibility Employee Contractor
Provide orientation of the building, showing location of restrooms, kitchen, meeting rooms, office supplies, printer, etc. Hiring Manager
Provide overview of AS/ITS and PMO, including practice areas, org charts, PDLC, etc. Hiring Manager
Provide overview of the BA team and practice, including BA templates and deliverables, tools, and team members. Hiring Manager
Add to BA Team Confluence page. Hiring Manager
Add to Skills Assessment matrix. Hiring Manager
Send out welcome announcement to departmental mailing list for AS or ITS. Hiring Manager
Go to campus to get new Stanford ID, which can be obtained from Tressider or during Orientation. Also obtain a Caltrain Go Pass and VTA Clipper Card from PT&S on campus. Hiring Manager
Obtain building access card. Denise Ochoa, Sonia Baca, or Building Administrator
Arrange access to 3145/3160 Porter Dr. buildings or ITS buildings. Denise Ochoa or Building Administrator
Provide training on BA tools: Axure, Balsamiq, and BizAgi. Flexible responsibility
Arrange training on JIRA and Confluence. Kiran Joshi
Provide training for Unanet, Google Team Drive, StanfordWho, and StanfordYou. Flexible responsibility
Check with Project Manager to staff to any project-related mailing list. Hiring Manager and Project Manager
Check with Project Manager to add staff to any project-related recurring meetings. Hiring Manager and Project Manager
Conduct orientation regarding campus parking, parking passes, and Porter Dr. vehicles. Hiring Manager

Project Manager

The following on boarding checklist assumes that the employee/contractor has accepted the job offer, and all background checks have been successfully conducted. Note: Some steps may apply to Administrative Systems (AS) only.

Pre-Arrival

Task Contact/Responsibility Employee Contractor
Register for SUNet ID. Flexible responsibility
Set up and arrange desk/office or seating location. Create a sub-task under the clone of STF-2. Flexible responsibility
Set up and arrange computer (thin client or laptop) and vDesktop. Create a sub-task under the clone of STF-2. Flexible responsibility
Set up staff in Unanet, JIRA, and Confluence. Create a sub-task under the clone of STF-2. Flexible responsibility
Add to email distribution lists. Create a sub-task under the clone of STF-2. Flexible responsibility
Sign up for Stanford new employee orientation; this is automatically done by HR once written offer is accepted. Flexible responsibility

First Week

Task Contact/Responsibility Employee Contractor
Arrange for meeting with HR to sign HR documents such as W-9 and confidentiality agreement. Margie Mene
Provide orientation of 3145 Porter Dr. and/or Polya Hall; show locations of restrooms, kitchen, meeting rooms, office supplies, printer, etc. Flexible responsibility
Provide orientation of 3160 Porter Dr., including the departments at 3160 and Bistro@3160. Flexible responsibility
Provide overview of Stanford University and Administrative Systems. Hiring Manager
Provide overview of the PMO and PM responsibilities, including SDLC/PMLC, deliverables, tools, templates, and team members. Flexible responsibility
Add to weekly AS PMO team meeting. Contact AS/ITS PMO Director
Introduce to PMO, BA, QA, and Infrastructure teams. Flexible responsibility
Go to campus to get new Stanford ID. Provided at new employee orientation session.
Go to PT&S to obtain Caltrain Go Pass and VTA Clipper Card. Flexible responsibility
Obtain building access card for building. Denise Ochoa
Provide orientation and training on Office 365 email and calendar. Hiring Manager
Provide training on BA tools (Axure, Balsamiq, BizAgi). Hiring manager to coordinate with BA team.
Provide training on JIRA and Confluence. Kiran Joshi
Add to monthly AS Directors & Managers meeting (if applicable) and biannual Business Affairs Managers meeting. Darlene Perez
Add staff to any project-related mailing lists and recurring meetings. Other AS Project Manager
Orientation to Box and/or Google Team Drive for document storage/sharing. Hiring Manager
Overview of Stanford Data Classification. Flexible responsibility
Arrange for cell phone subsidy through payroll if eligible. Darlene Perez
Orientation regarding campus parking passes and Porter Dr. vehicles. Hiring Manager
If staff will use own laptop, arrange for configuration, including printer access. Create a JIRA task for ASIA team.
Set up Jabber IM, Slack. Hiring Manager
Review weekly Unanet time sheet requirements. Hiring Manager
Orientation to Axess, including pay statements, direct deposit setups, W2, and semi monthly Axess time sheet requirement. Hiring Manager
Review Team Vacation Calendar update requirements and update procedure. Hiring Manager
Sign up for Harassment Prevention Training through STARS; must be completed within six months. Flexible responsibility
If project manager is not certified yet, provide orientation to PMI PMP Certification. Flexible responsibility
Orientation to Stanford resource/staff directory look up, StanfordWho. Flexible responsibility
Orientation to WebEx. Hiring manager or other project manager
Orientation to Expense Reports; pre-requisite online training is required before set up. Sophia Guerrero